Agenda and minutes

The Mayor opened the meeting and advised that the Council would be observing the national minute’s silence to remember those workers who have lost their lives because of Covid-19.

As a result, the Council proceeded to observe the minute’s silence.

Apologies for absence were received from Cllrs K Ball and A Coulson.

Members are invited to declare any personal or disclosable pecuniary interests, including the nature and extent of such interests they may have in any items to be considered at this meeting.

            If Councillors have any questions relating to predetermination, bias or interests in items on this Summons, then please contact the Monitoring Officer in advance of the meeting.

The Mayor invited Members to declare any interests in the items of business to be considered during the course of the meeting but there were none made.

(i)         Development Management and Licensing Committee

                        Meeting held on 4 February 2020

            (ii)        Council Tax Setting Panel

                        Meeting held on 21 February 2020

a.    Development Management and Licensing Committee – 4 February 2020

It was moved by Cllr J Yelland, seconded by Cllr T G Pearce and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 4 February 2020 meeting be received and noted”.

b.    Council Tax Setting Panel – 21 February 2020

It was moved by Cllr A F Leech, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 21 February 2020 meeting be received and noted”.

The Council considered a report that sought approval of the proposed Capital Strategy, Investment Strategy and Treasury Management Strategy for 2020/21, together with their associated prudential indicators.

In discussion, Members were given assurances that there would be a number of formal and informal opportunities for Members to consider the Treasury Management Strategy and Budget Monitoring reports in the upcoming months.

It was then moved by Cllr C Edmonds, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and ”RESOLVED that:

1.      approval be given to the 2020/21:

a.      Capital Strategy (as attached at Appendix A of the presented agenda report);

b.      Treasury Management Strategy (as attached at Appendix B of the presented agenda report); and

c.      Investment Strategy (as attached at Appendix C of the presented agenda report); and

2.      delegated authority be given to the Section 151 Officer, in consultation with the Leader of the Council and the lead Hub Committee Member for Finance, to make minor amendments to these Strategies if required throughout the 2020/21 Financial Year.”

Members were presented with a report that proposed adoption of the Council’s Pay Policy Statement and Pay and Reward Strategy for 2020/21.

                        It was then moved by Cllr N Jory, seconded by Cllr L Samuel and upon being submitted to the Meeting was declared to be CARRIED and ”RESOLVED that Council adopts the 2020/21:

1.      Pay Policy Statement (as attached at Appendix A of the presented agenda report); and

2.      Pay and Reward Strategy (as attached at Appendix B of the presented agenda report).”

Members were presented with a report that presented the outcome of the Pay and Display Review.

In his introduction, the lead Hub Committee Member expressed the view that, such was the ongoing impact of the Covid-19 Crisis, that it would not be appropriate at the moment to make any decisions on the outcome of the Review.  As a result and, at the appropriate time, the lead Member informed that he would be proposing an alternative motion that would seek to defer a decision on this matter.

In the ensuing debate, there was widespread support expressed for the comments made by the lead Member.

  It was then moved by Cllr T G Pearce, seconded by Cllr C Edmonds and upon being submitted to the Meeting was declared to be CARRIED and ”RESOLVED that the outcome of the Pay and Display Review be deferred to a future Council meeting for further consideration.”

The Council considered a report that summarised the annual review of the Council Constitution.

With regard to the adopted Member Meeting Calendar, it was confirmed that, in line with the Remote Meeting Procedure Rules that were adopted by the Council at its meeting on 21 April 2020 (Minute CM 71 refers), a decision on the need for each scheduled meeting to still go ahead would be reviewed on a case by case basis.

It was then moved by Cllr C Edmonds, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that

1.      the changes made under paragraphs 2.1 and 2.2 of the presented agenda report be noted;

2.    the Council agrees and formally adopts the amendments to the West Devon Borough Council Constitution (as summarised in paragraph 2.4 of the report and fully outlined at Appendix A of the presented agenda report); and

3.    with immediate effect, the Constitution be adopted for the forthcoming year:

https://www.westdevon.gov.uk/article/3691/Our-Constitution”

The Council considered the External Audit Plan produced by Grant Thornton that provided an overview of the planned scope and timing of the statutory audit.

During her introduction, the Section 151 Officer informed that Grant Thornton representatives had sent their apologies to this meeting.  However, it was the intention of the representatives to present those reports that they had prepared to future Audit Committee meetings.

Members proceeded to pay tribute to the work of the Section 151 Officer and the Finance Community Of Practice for their tireless work in maintaining the Council’s finances.

It was then moved by Cllr C Edmonds, seconded by Cllr M Davies and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the contents of the Grant Thornton External Audit Plan be noted.”

Consideration was given a report that outlined the methodology for the apportionment of costs (predominantly staffing costs) between the Council and South Hams District Council.

In response to a question, it was confirmed that the apportionment of costs specifically related to the Human Resources function had been adjusted during 2019/20 to take into account that South Hams District Council had outsourced its Waste Collection, Recycling and Cleansing Services.

It was then moved by Cllr C Edmonds, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the methodology of the shared services apportionment of costs between the Council and South Hams District Council for 2019/20 (as attached at Appendix A of the presented agenda report) be noted.”

A report was considered that presented the Council Budget Book for 2020/21.

It was moved by Cllr C Edmonds, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the content of the Budget Book for 2020/21 be noted.”

Members considered a report that sought to approve the draft Internal Audit Plan for 2020/21.

It was moved by Cllr C Edmonds, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that:

1.      the report be approved; and

2.      the proposed Internal Audit Plan for 2020/21 (as set out at Appendix A of the presented agenda report) be approved.”

RESOLVED

That in accordance with Section 100(A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the following items of business as the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Act is involved.

Dated this 20^th of April 2020

Steve Mullineaux

Deputy Chief Executive

Consideration was given to a Part 2 report that advised of an urgent decision that had been taken by the Deputy Chief Executive.

In discussion, Members acknowledged that the situation was an incredibly difficult matter but support was expressed for the urgent decision that had been taken.

It was then moved by Cllr N Jory, seconded by Cllr L Samuel and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the urgent action that had been taken by the Deputy Chief Executive as set out in paragraph 2.5 of the presented agenda report be noted.”

In closing this remote meeting, the Mayor wished to put on record his particular gratitude to the Housing, Revenue and Benefits Community Of Practice Lead and her team for all their hard work during this Crisis.